Organisation: Development
Alternatives Inc. (DAI)
Project Name:
Preparedness and Response (P&R) Project
Duty Station: Kampala, Uganda
Reports to: Finance
& Administration Manager
Development Alternatives Inc.
(DAI) is a private development company based in Washington, D.C. DAI works on
the frontlines of international development. Transforming ideas into
action—action into impact. We are committed to shaping a more livable world. We
tackle fundamental social and economic development problems caused by
inefficient markets, ineffective governance, and instability. We work with a
wide range of clients, including national and local governments, bilateral and
multilateral donors, private corporations, and philanthropies.
Preparedness and Response
(P&R) is one component of USAID’s Emerging Pandemic Threats (EPT 2)
program. P&R has a dual mandate to
help countries design and implement National Preparedness and Response Plans for
public health events of unknown etiology and to establish and strengthen
National One Health Platforms. Our goal
is to help address the practical issues confronting national governments as
they strive to cope with the human, financial, and logistical constraints
associated pandemic threats. The P&R
project provides technical assistance and training services to build national
and regional capacity in a sustainable manner.
Job Summary: The
Preparedness & Response Project’s Finance and Administration Manager for
the regional office is responsible for overseeing all accounting, payroll,
human resources, project logistics, and facility functions. S/he will also ensure compliance with
agreement requirements, DAI procedures, and USAID regulations.
Key Duties and Responsibilities:
- Regularly review the monthly expense
reports (FER) before submission to DAI headquarters and prepare office
quarterly advance request. - Ensure efficient systems are in place
for the payment of all bills, invoices, payments and staff reimbursements
in manner consistent with DAI policies and procedures. - Prepare the office annual budget
(pipeline) and monitor overall office financial performance through the
quarterly (or monthly) budget check review process.
- Manage all field accounting procedures,
ensuring that they are compliant with local laws as well as DAI and USAID
regulations. - Manage vendor relationships and
coordinate purchase orders. - Regularly review and send field reports
to the Home Office in a timely manner. - Keenly track field costs to ensure that
the field office costs do not run over budget. - Request funds monthly from the Home
Office based on accurate calculations of projected project costs for the
next month (this may also be delegated to the Field Accountant).
- Manage all payroll procedures: make sure
timesheets are available, completed correctly and submitted on time. - Register all employees with appropriate
government agency and ensure that proper income taxes and social charges
are withheld.
- Support staff in their recruitment
needs. - Provide new employee orientations.
- Collect required documentation and
maintain complete and current Master Files for each employee. - Process all employee complaints and
conflicts and elevate to supervisor as necessary. - Ensure that Personnel Policies and
Procedures are followed by all employees. - Track leave for all employees.
- Update field operations manuals and
assure access to all office employees.
- Work closely with Field Operations
Manager and DAI legal team to develop agreements and contracts with
project partners. - Ensure proper planning, procurement, and
distribution of any project products in accordance with donor regulations.
- Ensure compliance for the issuance of
consulting service agreements, work orders, and purchase orders.
- Oversee all logistics support for all
field office employees as well as STTA. - Assist events staff with logistics if
needed.
7. Facilities Management:
- Build and maintain working relationships
with apartment landlords and office building management. - Responsible for overseeing the
maintenance and procurement of all computer equipment, office furniture
and office supplies. - Responsible for ensuring the proper
maintenance and inventory of all project property.
- Support in the representation duties for
DAI in coordination with the Regional Director in times of absentia. - Actively contribute to the establishment
and maintenance of close working relationships with relevant offices of
the local/national government, peer organization, and partners. - Serve as primary administrative liaison
with DAI headquarters. - Ensure knowledge of and adherence to all
relevant DAI organizational policies. - Develop, implement and maintain office
systems in accordance with DAI policies and procedures, donor
requirements, and government requirements. - Support in the development and
maintenance of project monitoring, evaluation, and other systems in
support of project requirements and in accordance with the standard
provisions of donors and DAI policies. - Serve as primary liaison regarding DAI
registration and work permit processes and prepare DAI registration
renewals and annual expatriate visa and work renewals, as needed. - Perform any other tasks as assigned.
Qualifications, Skills and Experience:
- All applicants who wish to join DAI’s
USAID Project should hold a University degree in Business, Management,
Finance, Accounting or appropriate field, graduate degree preferred. - At least seven to ten years’ experience
in a management role, overseeing project finance and accounting for a
complex and challenging USAID field operation in unstable developing
countries; - Past experience in systems and office
administration; - Direct programming and/or operational
management of a USAID contract or cooperative agreement; - Budgeting; financial management
(tracking, reporting and accounting); and procurement with preferably at
least five year in a supervisory capacity - Flexible, willing to perform assigned
and additional duties and work irregular hours under unpredictable and
primitive conditions. - Working knowledge of USAID policies and
procedures preferable. - Strong computer skills, including
experience with email, word processing, spreadsheet, and database
software. - Excellent relationship management skills
and strong interpersonal skills, with the ability to liaise, consult and
negotiate with staff—and with external agencies, service providers, and
clients. - High level ability to employ critical
thinking skills and to work independently with ability to solve problems
and work with stakeholders for mutually agreeable solutions. - Possess strong negotiating and
diplomatic skills including multi-cultural sensitivity and awareness. - Self-starting, ability to take
initiatives and work with minimal supervision required, work independently
with initiative to manage high volume of work flow with attention to
detail and accuracy, and ability to check own work. - Possess the ability to handle multiple
tasks and projects and work well under pressure, including working with
interruptions and deadlines; ability to prioritize work, meet deadlines,
and produce quality results on schedule. - The Finance and Administration Manager
will supervise the following staff: Field Accountant, Travel and Logistics
Coordinator, and Administrative Assistant. - English language fluency required.
All suitably qualified and
interested candidates who wish to join the USAID DAI Project should send their
updated CVs to PRPrecruitment@dai.com.
The Subject of the E-mail
should read: “UGANDA F&A
MANAGER”
Deadline: 7th March, 2015.
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